Assistant Property Manager
Chapman University, Orange, CA, United States
Position Title:
Assistant Property Manager Position Type:
Regular Job Number:
SA77724 Full or Part Time:
full-time 40 hours weekly Fair Labor Standard Act Classification:
Exempt Anticipated Pay Range:
$73,000 - $78,000 Pay Range Information:
Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage. Job Description Summary:
Reporting to the Director of Property Management, the Assistant Property Manager role will serve as the primary contact for day-to-day management and operational oversight of the university’s real estate portfolio of 160+ properties. The Assistant Property Manager will provide financial, administrative and operational support for all residents, departments, and guests of the university in residential & administrative housing. This role will manage all departmental needs related, but not limited to: accounts payable, lease/license administrative oversight, work order processing & maintenance reporting, as well as ensure excellent customer service & proactive communication with internal & external stakeholders of the university at all levels. This role will manage the guest house program by working directly with the offices of senior leadership to facilitate & prioritize guest stays, oversee hospitality and customer service efforts, and report stays in keeping with compliance requirements. This position will oversee the hiring, onboarding, training, and day-to-day management of a team of student workers and their workloads including their data entry, filing, administrative tasks, hospitality, and guest house quality assurance checks. Additional tasks include specialization in various software utilized by the university including: Peoplesoft, Rent Manager, and TMA. Responsibilities:
Financial Management & Accounts Payable Administration
Process, manage, & develop best practices for accounts payable for property-related expenses including vendor invoices, service providers contracts, utilities and maintenance costs. Coordinate with institutional financial department to ensure accurate processing, documentation, and compliance with all financial policies. Reconcile and audit invoices/payments with vendors by employing best accounting practices and ensure department financial records are meticulously upkept Monitor property budgets and track expenditures Process department Purchase Order requests, monitor approvals, and throughout its lifecycle concluding with its closure Work with Department Assistant in the processing of task agreement administration in line with university protocols and financial/legal requirements Coordinate vendors and ensure contract compliance Serve as primary point of contact for vendors related to all remittance related inquiries Attend monthly revised rent roll meetings with cashier and financial services teams to assist with the administration of billing adjustments, payment applications, and balances oversight Lease/License Agreement Administration, Operational Oversight, & Student Staff Supervision
Monitor, submit, and schedule work order submissions throughout the day; identify priorities & dispatch emergency calls Oversee resident relations by communicating proactively with residents and departments to schedule technician/vendor work and follow‑up consistently to ensure expectation alignment Prepare work order related reports and directly handle all vendor call‑outs related to pest control, landscaping, utility & custodial related requests Facilitate move‑ins & move‑outs for all residents including coordinating agreement signing appointments, scheduling custodial, facilitating turnover of possession, and distributing all fully executed agreements Assist with leasing efforts including walk‑throughs of potential residents as requested and preparation of all leasing materials and agreements Oversees the hiring, onboarding, training, & day‑to‑day management of a team of student workers who assist the Property Management department Communicate weekly vacancies to Public Safety and update logs of university housing designations & service dates Oversee the meticulous filing of electronic & physical files; ensure all records are in keeping with university retention standards Ensure electronic invoice posting protocols to work orders is done consistently and to department standards Complete website updates, reports, special projects, & research as requested Oversee Guest House Program Administration
Schedule, process, & prioritize reservations by working with key university personnel with fully staffed communications of requests to senior leadership personnel Facilitate and communicate arrivals and departures of recent guest stays to facilities and custodial to ensure housing readiness Ensure meticulous records of all guest stays and prepare monthly reports for compliance due to taxation & compensation regulations Manage accounts receivables related to the collection of payments related to guest stays · Oversee the upkeep and maintenance of approximately 30 guest house designated properties including day‑to‑day budgets Oversee and ensure quality assurance of cleaning & sanitization efforts and property readiness of university personnel Ensure proactive communication with guests and offer exceptional customer service to VIPs of the university Stay abreast of University initiatives to plan ahead for guest housing needs related to key hire searches and housing related needs Facilitate best access practices including key handling management and personalized access codes Offer best in class hospitality & hospitality standards by producing welcome baskets and walking all guest houses prior to arrivals to perform quality assurance Required Qualifications:
At least three to five years of progressive experience and responsibilities providing administrative support in a property management office. At least two to three years of progressive experience related to accounting responsibilities related to accounts payable/receivable principles, including account reconciliations from University enterprise system and department documentation. Past staff/student staff/intern supervision Ability to oversee and coordinate multiple projects, identify priorities, and exercise sound judgement especially in relation to university resources. The ability to respond to shifting responsibilities, complete tasks in timely and accurate manner in keeping with institutional requirements, with a strong understanding of confidentiality and discretion for sensitive university related matters. Strong customer service, interpersonal communication & writing skills, including the ability to work with a diverse group of people from within the department, within and outside the University community. Strong computer skills, preferably in Microsoft Office Suite applications Technical skills to learn and use university enterprise systems including knowledge of (Peoplesoft, WebTMA7, and Rent Manager) Strong analytical skills to gather and analyze data and generate relevant reports Problem solving skills, including the ability to formulate and communicate logical conclusions and strong recommendations Excellent time management skills to process time sensitive materials in a dynamic environment Ability to learn and interpret university and department policies and procedures. Desired Qualifications:
Bachelor’s degree or equivalent education or equivalent working experience related to Business Administration, Facilities Management, Real Estate, Public Administration or related field. CAL DRE Salesperson Real Estate License Knowledge of Facilities Management practices and terminology Special Instructions to Applicants:
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law. Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full‑time basis. The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate. Minimum Number of References:
3 Maximum Number of References:
3
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Assistant Property Manager Position Type:
Regular Job Number:
SA77724 Full or Part Time:
full-time 40 hours weekly Fair Labor Standard Act Classification:
Exempt Anticipated Pay Range:
$73,000 - $78,000 Pay Range Information:
Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage. Job Description Summary:
Reporting to the Director of Property Management, the Assistant Property Manager role will serve as the primary contact for day-to-day management and operational oversight of the university’s real estate portfolio of 160+ properties. The Assistant Property Manager will provide financial, administrative and operational support for all residents, departments, and guests of the university in residential & administrative housing. This role will manage all departmental needs related, but not limited to: accounts payable, lease/license administrative oversight, work order processing & maintenance reporting, as well as ensure excellent customer service & proactive communication with internal & external stakeholders of the university at all levels. This role will manage the guest house program by working directly with the offices of senior leadership to facilitate & prioritize guest stays, oversee hospitality and customer service efforts, and report stays in keeping with compliance requirements. This position will oversee the hiring, onboarding, training, and day-to-day management of a team of student workers and their workloads including their data entry, filing, administrative tasks, hospitality, and guest house quality assurance checks. Additional tasks include specialization in various software utilized by the university including: Peoplesoft, Rent Manager, and TMA. Responsibilities:
Financial Management & Accounts Payable Administration
Process, manage, & develop best practices for accounts payable for property-related expenses including vendor invoices, service providers contracts, utilities and maintenance costs. Coordinate with institutional financial department to ensure accurate processing, documentation, and compliance with all financial policies. Reconcile and audit invoices/payments with vendors by employing best accounting practices and ensure department financial records are meticulously upkept Monitor property budgets and track expenditures Process department Purchase Order requests, monitor approvals, and throughout its lifecycle concluding with its closure Work with Department Assistant in the processing of task agreement administration in line with university protocols and financial/legal requirements Coordinate vendors and ensure contract compliance Serve as primary point of contact for vendors related to all remittance related inquiries Attend monthly revised rent roll meetings with cashier and financial services teams to assist with the administration of billing adjustments, payment applications, and balances oversight Lease/License Agreement Administration, Operational Oversight, & Student Staff Supervision
Monitor, submit, and schedule work order submissions throughout the day; identify priorities & dispatch emergency calls Oversee resident relations by communicating proactively with residents and departments to schedule technician/vendor work and follow‑up consistently to ensure expectation alignment Prepare work order related reports and directly handle all vendor call‑outs related to pest control, landscaping, utility & custodial related requests Facilitate move‑ins & move‑outs for all residents including coordinating agreement signing appointments, scheduling custodial, facilitating turnover of possession, and distributing all fully executed agreements Assist with leasing efforts including walk‑throughs of potential residents as requested and preparation of all leasing materials and agreements Oversees the hiring, onboarding, training, & day‑to‑day management of a team of student workers who assist the Property Management department Communicate weekly vacancies to Public Safety and update logs of university housing designations & service dates Oversee the meticulous filing of electronic & physical files; ensure all records are in keeping with university retention standards Ensure electronic invoice posting protocols to work orders is done consistently and to department standards Complete website updates, reports, special projects, & research as requested Oversee Guest House Program Administration
Schedule, process, & prioritize reservations by working with key university personnel with fully staffed communications of requests to senior leadership personnel Facilitate and communicate arrivals and departures of recent guest stays to facilities and custodial to ensure housing readiness Ensure meticulous records of all guest stays and prepare monthly reports for compliance due to taxation & compensation regulations Manage accounts receivables related to the collection of payments related to guest stays · Oversee the upkeep and maintenance of approximately 30 guest house designated properties including day‑to‑day budgets Oversee and ensure quality assurance of cleaning & sanitization efforts and property readiness of university personnel Ensure proactive communication with guests and offer exceptional customer service to VIPs of the university Stay abreast of University initiatives to plan ahead for guest housing needs related to key hire searches and housing related needs Facilitate best access practices including key handling management and personalized access codes Offer best in class hospitality & hospitality standards by producing welcome baskets and walking all guest houses prior to arrivals to perform quality assurance Required Qualifications:
At least three to five years of progressive experience and responsibilities providing administrative support in a property management office. At least two to three years of progressive experience related to accounting responsibilities related to accounts payable/receivable principles, including account reconciliations from University enterprise system and department documentation. Past staff/student staff/intern supervision Ability to oversee and coordinate multiple projects, identify priorities, and exercise sound judgement especially in relation to university resources. The ability to respond to shifting responsibilities, complete tasks in timely and accurate manner in keeping with institutional requirements, with a strong understanding of confidentiality and discretion for sensitive university related matters. Strong customer service, interpersonal communication & writing skills, including the ability to work with a diverse group of people from within the department, within and outside the University community. Strong computer skills, preferably in Microsoft Office Suite applications Technical skills to learn and use university enterprise systems including knowledge of (Peoplesoft, WebTMA7, and Rent Manager) Strong analytical skills to gather and analyze data and generate relevant reports Problem solving skills, including the ability to formulate and communicate logical conclusions and strong recommendations Excellent time management skills to process time sensitive materials in a dynamic environment Ability to learn and interpret university and department policies and procedures. Desired Qualifications:
Bachelor’s degree or equivalent education or equivalent working experience related to Business Administration, Facilities Management, Real Estate, Public Administration or related field. CAL DRE Salesperson Real Estate License Knowledge of Facilities Management practices and terminology Special Instructions to Applicants:
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law. Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full‑time basis. The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate. Minimum Number of References:
3 Maximum Number of References:
3
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